Managing Agreement Contacts in Docs

Overview

Docs supports the creation of party-level Documentation, Billing, and Trading Contacts, for inclusion on agreements.  Contacts may be created using both active Docs user profiles, as well as non-system users. 

Managing Contacts

Documentation, Billing, and Trading Contacts are maintained at the Party level, and may be viewed and edited by party Admins within the Manage Parties page.  Contacts may be assigned either at the Master Party level, or customized based on the Party Roles (Customer, Trader, Executing Broker, Clearing Broker) as needed.

To manage contacts at the Master Party level, select the desired entity through the Users & Parties> Manage Parties page, and the "Master Party Preferences" tab.

Within this tab, navigate to the bottom of the page to the Agreement Contacts section. All users with party-level Agreement Viewer permissions or greater will be displayed, with those specifically assigned as Agreement level Party Contacts shown under the Party Contacts header. Users may be assigned as Documentation, Billing, and Trading Contacts - including support for multiple contact roles assigned to a single user - by selecting the contact checkbox corresponding to a desired role and user row.

The Search Contacts tool allows for quick navigation to a specific user, to review and edit configuration as needed. 

Party Role Specific Permissions

Party preferences, including agreement contacts, can be set up for the party as a whole, or for specific party roles. If preferences are set at the party role level, these settings will override any master preferences set up. 

To set up agreement contacts at the party role level, "Override Master" has to be selected for the party role. Once "Override Master" has been selected, the ability to set up agreement contacts at the party role level will appear. NOTE that when you select "Override Master" all party preferences have to be set up at the party role level, this includes Agreement Preferences and Billing Details.

You can revert back to master party settings again by selecting "Use Master Preferences." Depending on your needs, you can choose to set up party preferences for a single party role, or for all. If you choose to set it up for a single party role, the remaining roles will continue to use the master party preferences.

Editing Contact Details

Admins may edit user contact details by selecting the blue and white arrow icon next to the contact name.  This shortcut opens the Manage Users page for the specified user, in which an admin may edit contact details. 

Non-user Contacts will display a contact-only icon to the left of the name field, however may be edited similar to User profiles, by selecting the pencil icon to the right of the name.

Creating a Non-User Contact

In addition to assigning contact roles to system users, Admins may also create contacts for Agreements who are not Docs users. This is done by selecting the "Add Contact" button, and providing the desired contact information to the Add Contact form. 

Once a non-user contact has been created, it may be assigned Contact roles through the workflow outlined above in the Managing Contacts section. 

If a non-user contact should be removed from the available contact list, simply select the edit icon for the non-user contact, and then select "Delete" on the edit screen.